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1960-06-07favor. So carried. Pfeifer moved and Batdorf seconded a motion to adjourn until the adjourned meeting of June 7, 1960 at 8:00 P.M.. at the Mound Fire Station. The vot~ was unanimously in favor. So carried and adjourned. Mayor MINUTES OF THE ADJOURNED MEETING OF JUNE ?, 1960 at 8:00 P.M. at the Mound Fire Station Present were; Mayor Larson, Trustees Orn, Batdorf, Petersen and Pfeifer, Attorney Ploetz and Acting Manager, Barbara ~eyman. LIQUOR BILLS Pfeifer moved and Orn seconded a motion to pay the following Liquor bills where~funds are available. Island ~ark Griggs Cooper Ed Phiilips Old Peoria Mound Old Peoria 167.89 996~62 769.85 369.~5 2,3o3-0~-Y8~.1 The vote was unanimously in favor. So carried. SETON LAKE SHOP~ FILL The Mayor directed the acting Manager to draft a letter to the Hennepin County Board of Commissioners requesting any surplus fill be dumped on the shore at Seton Lake on such designated property owned by the Village in Shirley Hills Unit B rearrangement or Lots i and 2. FIREMEN'S CONVENTION Batdorf moved and Orn seconded a motion i,hat the Island fark Fire Dept. be aklocated Ca,tain expenses for the annual Firemens Convention in Cloquet, Minn. such expenses to be claimed by item~.zed signed vouchers from each man concerned, the ~al to be paid not to exceed $100.00. '~he wote was unanimously in favor. So carried~ LIQUOR AUDIT RECO~4ENDATION Pfeifer offered the following resolution and moved its adoption. seconded the motion. Petersen BE IT RESOLVED the cler'k and the T.,iq~or store Manager be directed to implement the Liquor'Sto?e consolidation proposal of June 2, 1960~ aided by Robert Kratt the village auditor. And the council recommends that Marion Storke be appointed assistant clerk and charged with the special responsiblity of maint~.ning all liquor store books. A copy of such proposal is hereby attached Roll Call vote So resolved. Petersen Aye Pfeifer Aye Orn Aye Batdorf Aye Larson Aye UNION CONTRACT FOR LOCAL The Union contract was discussed. It was again emphasized the pay days to be the l~th and the last day of each month. The attorney was authorized to write to the union, stating our demands. R~F 'ND ON BUILDING P6RHIT Orn moved and Petersen seconded a mo tion to refund the building Permit #1~0 - of Robert Diethart - 1960 for $3h.~O fee, the village to retain its 10% of this sum or $3,~. The vote was unanimo~sly in favor, co carried. aLANNING CO~{!SSION The need of a planner, the name recommended and the matter of appointing successors to the expired terms of two members was discussed. More detailed information is desired on the planner was requested. POLICE CHIEF Batdorf moved and Pfeifer seconded th= motion. BE iT MOVED, the Village Council of the Village of Mound recommend to the Acting Village Manager that she appoint Lamont Wie!and as Chief of Police of the Village of Mound. The vote was unanimously in favor. ~o carried. ENGINEER'S ROJ~ CONT~LtCT Petersen offered the following resolution and moved its adoption. seconded the motion. Batdorf Bi IT RESOLVED, the Mayor and the Acting Manager of the Village of Mound be authorized and directed to execute the gngineer Contract Agreement between the Village of Mound and the firm of Schoell and Madsen. A copy of such agreement is attach~d. ROBERT A. KRATT CERTIFIED PUBLIC ACCOUNTANT OFFICE IN SUlaURI~AN MINNEAPOLIS AT NAVARRE, MINNESOTA June 2, 1960 · ~St OFFICE ADDRESS: NAVARRE STATION WAYZATA/ MINNESOTA Village Council Village of Nound, Ninnesota Gentlemen: Memorandum Rega. rdins. Conmolidating All Liq. u.o.r..0Pera, ti.0ns I-t is proposed that as of June 50, 1960 all the liquor operations of the Village of Nound be merged or consolidated into one fund in the following manner. It is recommended that two separate bank accounts be maintained for the liquor operations {one for general and one for check cashing). The accounts now being used for the Island Park liquor operations can be used. At June 30th the Mound Village Clerk will pay all the unpaid bills applicable to the Liquor Fund (as was done at December $1, 1959), and the Village Clerk will enter all transactions up to June ~Oth as soon as is possible. When the Village Clerk gets all the June bills paid, a check should be drawn for the remaining liquor fund balance and this money trans- ferred to the separate liquor fund bank account. An inventory will be taken at both locations at June ~0th. A separate set of books and records will be maintained for the consolidated liquor operations after July 1st. A full double- entry set of books will be used which wilI enable the manager to. prepare monthly profit and loss statements and balance sheets. In order t o get the proper start as far as the Mound liquor fund is concerned we will have to prepare a Mound Liquor Fund balance sheet at June ~0th. This is necessary because the only records are the cash receipts and disbursements records. Separate capital investments at July l, 1960 will be recorded on the books, and the income and expenses w ill be kept separately la£ter July 1st. It will then be possible to pay the bonded indebtedness out of the net r®venues of the Island Park location. The remaining profits of the Island Park location after payment of the bonded indebtedness, and also the net profit of the Mound location will be separately earmarked each year for transfers as may be determined by the future Village Councils. It must be noted that the assets and liabilities (except bonded indebtedness) will be intermingled after July 1st, as there is no way to have these constantly earmarked and still have a con- solidation of the operations. It is recommended that the liquor warehouse be maintained at the Island Park .storage area and that all liquor be delivered there. Requisition sheets and transfer sheets in duplicate will bs used for transfers to the Mound location and to the Island park on-sale department; these forms would also be used for the transfer of any merchandise out of the Mound location. Entries in the records will be made from these transfer sheets. Beer and mix can be delivered directly to the Mound location if the invoices are so marked. The manager should unify the inventory-numbering system so that all locations use the same numbers. It is recommended that the books and records be maintained at..the Island Park office (excePt of course for the Clerk, s and Treas- urer,s records). This will relieve the Village Clerk from keeping the liquor fund books. The person keeping the books should be designated an Asst. Clerk by the Council.(This recommendation was made by the State of Minnesota Public Examiner,s department in their audit of the Island Park Liquor Fund a year or two ago.) It is recommended that all invoices for purchases and expenses be routed first through the Island Park office for checking and OK'ing for payment and discounts. Each invoice will be rubber-stamped with spaces for the date received, the entry in the purchase journal and the inventory records, and for OK, ing of the price and computations. Following is an impression of this rubber stamp: ENTERED IN INVENTORIED PRICE CHECKED BY CONPUTATION$ CHECKED BY PURCEASE JOURNAL · PACE EMBER When sll these things are done the invoices will be delivered to the Village Clerk for payment, with special reminders regarding discoun.ts. It is suggested that a three-copy check voucher be used. The first copy goes to the creditor, the second copy goes to the Island Park office as a bookkeeping copy and the third copy is kept by the clerk for her records. Cash Receipts. It is recommended that the off and on sale receipts of the Island Park branch together with a copy of the daily reports be turned over to the Village Treasurer at regular intervals including always the ~end of the month. The Village Treasurer will make the deposits and will prepare the deposit slip in triplicate so the Island Park office can be furnished with a copy in addition to having a treasurer, s copy. The Island Park branch receipts should be turned over as they are with the overages and shor~tages indicated rather than letting the net overage or shortage accumulate within the register funds. The off sale receipts of the Mound branch ~ill be handled as they are now except that they will be deposited in the Liquor Fuud bank account. The Island park office will be furnished a copy of the deposit slips and daily reports. ~heck-Cashin6 Procedure First of all, before quthorizing any specific check-cashing procedure, the council should understand the scope of what is necessary in check-cashing. For the first four months of 1960 total sales of the Island park branch were $51,~88.07 which includes both off and on. For the same period total checks cashed aggregated approximately $77,500.00. It will be of interest to note that N.S.F. checks not yet collected at January l, 1960 totaled $50.00, whereas at May l, 1960 they amounted to $13.00. Both the Island Park branch and the Mound branch maintain check-cashing cash funds of $2,h00.00 and $1,~00.O0 respectively and both branches cash checks out of these funds. Both branches then replenish the funds to the extent possible by trading checks for cash within the store from daily receipts and depositing with daily receipts. The Island Park branch maintains a separate bank account with a $100.OO balance. Once a week it makes a deposib of these excess checks and at the same time writes a check to cash for the same amount on this bank ac'count in order to replenish the cash fund. I~t is recommended that this procedure be continued by the Island Park branch and that the Mound branch use the same procedure in the event that its daily receipts are not la~ge enough to trade checks for cash within the branch. Distribution of Income and Expenses. There should not be too many problems in regard to allocation of income and expenses. Separate sales and cost of sales records will be maintained and most of the expenses will be separately invoiced. It is recommended that promotional and other discounts be allocated to the three departments on the basis of cost of liquor sold. This would be more equitable than on the basis of sales becaus~ of the factor of on-sale mixed d~inks. Internal Con troll It is my opinion that the recommendations outlined herein will generate sufficient internal control, and still offer an economy of operation. The Village Clerk and T~easurer will be w~iting all checks and making all deposits except the deposits from the Island Park branch to the check cashing account. These deposits are offset by immediately cashing a check to cash, so it is felt that there is not much loss of control. Naturally, the treasurer could be designated to perform this function, but it is my opinion that it would amount to an inconvenience and loss of time for both employees involved. Boll Call Vote resolved. Petersen Aye Batdorf Aye Orn Aye Pfeifer Aye Larson Aye OR~XNANCES Ordinances were reviewed and discussed Batdorf moved and Orn seconded a motion e. to adjourn until the regular meeting of June lb, 1960 at 8:00 P.M. at the Island Park Hall. ~he vote was un- animously in favor. So carried and adjourned. Attest: Mayor 7/-3. AGREEMENT THIS AGBF.~T, made and entered into as of the '/ between the Village of Mound, a municipal corporation, of ~ N~ day of ~y, 1960, by and the County of Hennepin and the State of Minnesota, (hereinafter called the "Village"), and William D. Schoell and Carlisle Madson, a partnership in the professional practice of engineer- ing and surveying, known as Schoell and ~adson, of 2629 Louisiana Avenue, Minneapolis 26, Minnesota, (hereinafter called the "Engineer"), ~fITNESSETH, 'that WHEREAS, the Village is authorized to plan, construct and maintain municipal State aid, and municipal roadways, and desires to retain the services of the Engineer for the field surveys, preliminary design and cost estimates for such improvements, and as the Village shall proceed further with construction of said improv~ents, or any part thereof, for the preparation of plans and specifications of said improve- ments, the supervision of construction and staking for such improvements, this agreement shall govern such employment on the terms and conditions herein set forth, therefore, In consideration of the mutual covenants set forth herein, it is hereby agreed by and between the parties hereto as follows~ I. The Engineer agrees to make the necessary surveys, prepare cost estimates, drawings, specifications, contract docmnents, bid proposals, and to supervise and stake for construction operations~ and to supervise State Aid Road maintenance. II. The Engineer agrees to undertake such work as described in P~ragraph I when 'requested in w~iting by the Village. III. The Village shall pay the Engineer for the services hereinbefore respectively specified in accordance with the following shcedule: Personnel Field Survey Party, 3-man Field Survey Party, 2-man Principal Engineer Engineer Senior Draftsman Junior Draftsman Hourly Rate 13.00 lO.00 7.50 7.00 .5,00 The Village a~d the Engineer each binds himself, his partners, successors, executors, administrators and assigns of each other party in respect to all covenants of this agreement. Except as above, neither the Village nor the Engineer shall assign, sublet or transfer his interest in this agreement without the written consent of the other party hereto. V. This agreement may be terminated by the Village at any time upon thirty (30) dayst written notice to the Engineer. In the event that such termination shall take place at any time other than at the completion of the work to be performe~ hereunder, the Engineer shall be paid for the work performed and services rendered the Vi±lage up to the time of such termination. VI. In witness hereof, the Vi±lage has caused this ~.greement to be executed by its Mayor and Village Manager by authority of its Village Council, and said Engineer has caused the same to be executed by its duly authorized partner as of the day and year first above written. VILLAGE OF MOUND ~~ Village Mana~r SGtOELL AND MADSON Partner